job description of office assistant for resume

Build my resume

• Build a better resume in minutes
• Resume examples
• 2,000+ examples that work in 2024
• Resume templates
• 184 free templates for all levels
• Cover letters
• Cover letter generator
• It's like magic, we promise
• Cover letter examples
• Free downloads in Word & Docs

7 Office Assistant Resume Examples Built for 2024

Office Assistant

Best for senior and mid-level candidates

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

Resume Builder

Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Office Assistant Resume

• Office Assistant Resumes by Experience
• Office Assistant Resumes by Role

As an office assistant, you’re great at organizing and can communicate effectively with anybody. You’re the champion of calendars, schedules, and office supplies. Your job helps everything run efficiently, and the entire office flourishes when you do your job right.

But to land an office assistant job,  your AI cover letter and resume must show the hiring manager that you have what it takes to hold the office together . We’ve researched hundreds of successful resumes and compiled the  most effective resume tips  to help you land your next interview and, ultimately, your next job.

Take a look at these seven office assistant resume examples, and let us help you  build a stellar resume !

or download as PDF

Why this resume works

• When including work experience outside your desired field, highlight strengths and characteristics that make you a good employee, such as teamwork, management abilities, and customer service skills—all of which you can dive into further in your office assistant cover letter .
• Although you should always include the name of the company you’re applying to and the role you’re seeking, the rest is up to you. We recommend including your years of experience and skillsets, but you can also write a two-to-three sentence narrative of one of your greatest successes. 

Entry-Level Office Assistant Resume

• An objective helps you convey your interest and qualifications, but you should only include one if you tailor it to each position to which you apply. A generic objective takes up space that could be used for work experience, so choose wisely.
• Don’t fall into the trap of adding fluff that doesn’t mean much; instead, increase the number of bullet points for each position so you can showcase more of your skills.

Senior Office Assistant Resume

• We recommend using the reverse-chronological format to help employers see a timeline of your career.
• Include metrics like how many customers you helped, how much your actions improved overall efficiency, and how many calendars you managed, to name a few examples.

Office Assistant Administrative Assistant Resume

• The deal’s simple: Show you know and have helped teams breeze through their daily administrative tasks. Even something as small as responding to emails will work. Just make sure you’re stating its importance like “Streamlined email communication with the senior management by categorizing and responding to 116+ daily emails, lowering response times by 34%.”

Medical Front Office Assistant Resume

• Prove your worth by adding quantifiable bullet points of the amount of data you’ve organized with precision. Another great addition is to mention how you’ve reduced communication delays using software like TigerNext to improve patient care.

Medical Office Assistant Resume

• When choosing what skills to include, check the  job description  first. The employer will likely have a host of skills they require from their applicant, and you can pick from their list.
• Of course, only include skills that you actually possess. Lying on your resume isn’t a good way to start a new job!
• Avoid words that don’t mean much, like “helped” or “assisted.” Instead, include direct verbs that relate to your position as a medical office assistant, such as “coordinated,” “communicated,” and “implemented.”

Front Office Assistant Resume

• This is a great way to elevate your front office assistant resume since it shows your dedication to furthering your career and growing your skills.
• It may seem a bit personal, but adding your interests gives employers a sense of your personality and skills in a way that work experience can’t quite accomplish.
• For example, if you like reviewing classic films, hiring managers will conclude you have an analytical mindset and strong communication skills, which are both major green flags.
• Choose your hobbies carefully, though—playing video games might be your favorite pastime, but will it inspire employers to hire you?
• Sometimes it can help to read the company’s website to get a feel for what they value. That way, you can include hobbies you love that also resonate with the employer, boosting your chances of an interview.

Related resume guides

• Office Administrator
• Front Desk Receptionist
• Executive Assistant
• Administrative Assistant

Administrative Assistant Resume [2024] - Guide & Examples

Like the look of Jeremy’s resume? Create your own professional administrative assistant in minutes with these easy-to-update templates here.

Administrative Assistant Resume Writing Guide

Administrative Assistant? Congrats – you’re a total office hero.

A recent survey of more than 600 managers in the U.S. and Canada revealed that administrative assistants save their managers eight hours of work time each week.

With this kind of impact, it’s no wonder that 75 percent of managers told that same survey the responsibilities of administrative assistants have increased in the past five years. 

The beauty of these roles is how they give you a chance to work with almost every part of a business and build relationships with colleagues across teams and departments. 

In many senses, they act as a career stepping stone within that company and beyond.

Sounds great right, but what exactly do administrative assistants do? 

• Doing administrative and clerical tasks (such as scanning or printing)
• Preparing and editing letters, reports, memos, and emails
• Running errands to the post office or supply store
• Arranging meetings, appointments, and executive travel
• Answering phone calls and taking messages
• Maintaining folders on servers
• Recording meeting minutes
• Liaising with teams and units
• Tracking petty cash
• Covering reception

You can use the list above to help you brainstorm duties and tasks for the Work Experiences section of your resume (more on that – and our tip to reframe tasks as achievements – soon). 

A great Administrative Assistant is a little like a Swiss Army Knife; able to solve a range of problems with the right tool at the right moment. 

Does that sound like you? 

If you need to create a modern and professional resume to showcase your skills for a role like this, this guide will take you through:

• How to present your contact information
• How to write a strong resume summary
• The 23 hard and soft skills hiring managers want
• Highlighting administrative assistant achievements

Let’s delve into why Jeremy’s resume works so well and how you can use the same features to make your own resume shine too. 

Looking for a resume example for a different position? Check out this list:

• Office Assistant Resume
• Executive Assistant Resume
• Consultant Resume
• Accountant Resume
• Bookkeeper Resume
• Business Analyst Resume
• Financial Analyst Resume
• Bank Teller Resume
• Banking Resume
• Career Change Resume

1. How to present your contact information

Let's get this out of the way quickly, because you know your own contact information better than we do. 

Include your email address, phone number, and location in the header of your resume. 

Drop the street address and city info, though. If you have a professional website, blog, or well-maintained LinkedIn profile, add them to showcase your skills and experience. 

2. How to Write a Strong Administrative Assistant Resume Summary 

Let’s start with a really important part of all resumes – the summary. 

Your summary is where you highlight your skills and how they can bring value to the employer. 

Let’s look at Jeremy’s resume. 

See how he describes himself as ‘technologically savvy’ and ‘goal-oriented?

This lets employers know he will be able to get up to speed quickly on any special technology they use and that he’s committed to getting tasks finished. 

Jeremy also writes that he’s ‘driven’, ‘motivated’ and ‘skilled in prioritizing tasks independently’. 

It’s great that he’s highlighted his ability to complete tasks without supervision, because administrative assistants are regularly delegated tasks by supervisors and managers across different teams. 

Above all, Jeremy’s summary is specific. 

If you compare the specific and vague summaries below, you can see immediately which one is more appealing. 

Emotionally intelligent and computer-savvy Administrative Assistant with an Associate’s degree in Business Administration. Strong interpersonal skills and a lifelong focus on supporting others and helping them shine.

Administrative Assistant seeking to use her skills and experience to benefit an organization that is making the world a better place.

Check out our writing a resume summary guide , if you want more help with this part.

3. The 23 Hard and Soft Skills That Hiring Managers Want

What about your skills?

Our editor has three different Skills sections to choose from: Skills, Hard (Technical) Skills, and Soft Skills. 

Note: By clicking on Layout in the top menu, you can choose the “ Custom Layout ” and have a drag & drop feature to adjust the sections as you need.

It’s best to include a general Skills section and then choose between Hard or Soft Skills based on the needs of the job. 

Administrative assistants need a lot of soft skills to shine in these roles. Here’s some that you may want to highlight on your own resume. 

• Microsoft Word, Excel, Outlook, Powerpoint, SharePoint
• Database management
• Calendar management
• Quickbooks and Xero
• Proficiency with photocopiers, scanners, and projectors
• Accurate data entry
• Inventory and supply management
• Editing and Proofreading
• Billing and record-keeping
• Business Knowledge
• Communication (written and verbal)
• Prioritization and problem-solving
• Organization and planning
• Research and analysis
• Attention to detail
• Customer service
• Phone Etiquette
• Emotional Intelligence
• Responsibility
• Teamwork and delegation
• Management and training
• Flexibility and efficiency

4. Highlighting Administrative Assistant Achievements

When you're customizing your resume to best fit a company and its job advertisement, it can become easy to slip into using the listed tasks and responsibilities to summarise your own past duties. Avoid this – because it’s a missed opportunity. 

Think of your work experience section as less of a list of ‘things you did’ for a past employer and more like a summary of your biggest achievements and contributions while at that employer. 

Look at how Jeremy does this.  

He highlights how he managed a senior HR director’s schedule, planned company events, and even designed surveys while he was working at Melmark. 

Note: If you are looking for inspiration or need help, you can click on “ Tips ” in the left menu of our editor.

Here’s some better (and bad) examples to help you craft your own:

• Developed policies that saved the company 500 hours a year.
• Trained two interns in office tasks which later became full-time employees.
• Maintained appointment calendar for 12 conference rooms.
• Unlocked the office each morning.
• Made travel arrangements.
• Wrote letters and emails.

Ready to create your administrative assistant resume now? 

Suggested reading:

• Best Skills to Put on a Resume
• How to Optimize your LinkedIn Profile to Complement Your Resume
• How to Start a Cover Letter - 4 Tips for the Perfect Opening

To provide a safer experience, the best content and great communication, we use cookies. Learn how we use them for non-authenticated users.

Office Assistant Job Description, Key Duties and Responsibilities

This post provides complete information on the job description of an office assistant, to help you learn the work they do.

it highlights the key duties, tasks, and responsibilities that commonly make up their role.

What Does an Office Assistant Do?

Office assistants are mostly entry-level employees who joined the workforce after a period of absence, or people who have deferred further education in order to join the workforce.

As an entry level employee, the office assistant will essentially be working with other departments of the organization to achieve a smooth running of such organization.

The office assistant job description includes ensuring that all paperwork is handled appropriately with adequate attention, and is filed correctly; preparing and opening mails, answering the phone and running general errands for senior members of staff.

Since most firms or organizations make use of large and complex databases of departmental records and services such as Banner, the office assistant might be required to enter information and ensure the accuracy and completeness of the data entered, and in the same vein generates reports of outputs as needed.

Job Summary:

As an Office Assistant, you will perform ad hoc or administrative functions. You will work with operations manager, as well as with business or office managers.

Your role will also include overseeing office communications, and if need be, petty cash as well.

You will also be responsible for scheduling appointments, receiving walk-in guests, and answering emails. You may also work as a receptionist.

Office Assistant Job Description Example/Sample/Template

Here is an example of the job description office assistants usually execute.

• Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
• Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
• Handle requests and transactions, or direct the matter or person to the proper department
• Assist in resolving problems and complaint raised by unsatisfied customers
• Process applications or forms to ensure completeness and accuracy
• Compute and verify data, fees or payments
• Enter data and forward paperwork afterwards
• Use personal computer and a host of other office software applications, including word processing, email, and file management tools
• Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
• Create and maintain files in Excel
• May be asked to make PowerPoint presentations and use databases or Access
• Operate office equipment like fax machines and printers
• Perform data gathering and research activities and provide reports or summaries of information collected
• Prepare or maintain reports of records and other statistical and quantitative data
• May act as receiver of mail and correspondence for the work unit or department
• Responsible for opening or reviewing correspondence and determining proper action to be taken
• Responsible for departmental supplies and inventories, including tracking status and orders
• File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
• Coordinate and organize department activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used.

Office Assistant Job Description for Resume

A resume for the position of office assistant can be written using information from the sample job description given above.

The job description, which shows a list of vital duties, tasks, and responsibilities can be used in making the professional experience section of the resume as shown in the complete office assistant resume example here.

Office Assistant Requirements: Knowledge, Skills, and Abilities for Career Success

Here are important attributes employers normally request that applicants for the office assistant position should possess:

• Must be able to use database software (usually Access)
• Must be able to use spreadsheet software (usually Excel)
• Must be able to use presentation software (PowerPoint)
• Must be able to perform basic bookkeeping functions and tasks
• Ability to use the Internet and email facilities
• Must have telephone techniques.

Recommended:

This Site Uses Cookies

Privacy overview.

• Job Descriptions
• Administration and Office Support Job Descriptions

Office Assistant Job Description

Office assistants handle organizational and clerical support tasks. This may include organizing files, scheduling appointments, writing copy, proofreading, receiving guests and more, depending on the company and its needs.

Try Betterteam

Post your jobs to 100+ job boards

• Reach over 250 million candidates.
• Get candidates in hours, not days.

Office Assistant Job Description Template

Our company is looking for an office assistant to be responsible for handling clerical tasks in our office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

In order for you to be selected as a candidate, you will need the ability to write clearly and be proficient with word processing applications. A pleasing personality with strong communication skills is also highly valued.

Office Assistant Responsibilities:

• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodation and reservation needs as required.
• Coordinating events as necessary.
• Maintaining supply inventory.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Experience as a virtual assistant.
• Creating, maintaining, and entering information into databases.

Office Assistant Requirements:

• High school diploma or associate’s degree.
• Experience as an office assistant or in a related field.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Great communication skills.
• Have a valid driver's license.

Office Assistant FAQ:

Can i make changes to your office assistant job posting.

You can customize our office assistant job posting sample to better fit the needs of your business. Advertise an office assistant job your way by editing and adding to our sample. You’re looking for an office assistant who will be a good fit for your company, so feel free to expand on the skills and traits you’d like to have in your office assistant description.

How can I change your office assistant job description sample to make it work for my company?

There are a lot of ways you could change our office assistant job description example to fit your needs. You could expand the office assistant description to include the qualities you’d like to have for your company. You can edit the office assistant skills list to reflect the specific qualification you’d like applicants to have. You can also add to the office assistant duties and responsibilities lists to tell candidates more about the position.

What are some interview questions for Office Assistants?

We do have some examples of interview questions for your office assistant job.

Related Articles:

Office manager job description, administrative assistant job description, office assistant interview questions, office manager interview questions, administrative assistant interview questions, best administrative assistant job boards.

Office Administrative Assistant Resume: Job Description, Sample & Guide

Create a standout office administrative assistant resume with our online platform. browse professional templates for all levels and specialties. land your dream role today.

Are you looking for a job as an office administrative assistant? Our resume example article provides a comprehensive guide to help you create a standout resume. As an office administrative assistant, you play a crucial role in ensuring the smooth running of the office. This article includes a sample resume and useful tips to help you highlight your administrative skills and experience effectively. Use our resume example to land the office administrative assistant role you desire.

We will cover:

• How to write a resume , no matter your industry or job title.
• What to put on a resume to stand out.
• The top skills employers from every industry want to see.
• How to build a resume fast with our professional Resume Builder .
• Why you should use a resume template

What does an Office Administrative Assistant do?

• Answer and direct phone calls
• Organize and schedule appointments
• Write and distribute emails, memos, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Administrative Assistant Resume Sample
• Business Administrator Resume Sample
• Telephone Operator Resume Sample
• Mailroom Assistant Resume Sample
• Transaction Coordinator Resume Sample
• Post Office Resume Sample
• Customer Service Clerk Resume Sample
• Dispatch Clerk Resume Sample
• Front Office Coordinator Resume Sample
• Desk Receptionist Resume Sample
• Production Clerk Resume Sample
• Procurement clerk Resume Sample
• General Office Clerk Resume Sample
• Front Desk Coordinator Resume Sample
• Call Center Representative Resume Sample
• Front Office Clerk Resume Sample
• Import Coordinator Resume Sample
• Process Analyst Resume Sample
• Purchasing Buyer Resume Sample
• Document Analyst Resume Sample

What are some responsibilities of an Office Administrative Assistant?

• Manage and maintain office supplies and equipment
• Organize and schedule appointments and meetings
• Produce and distribute correspondence, memos, letters, faxes and forms
• Act as the point of contact for internal and external clients

Sample Office Administrative Assistant Resume for Inspiration

Personal Details:

• Name: Jane Smith
• Email: [email protected]
• Phone: 123-456-7890
• Address: 123 Main St, City, State, ZIP

Jane Smith is an experienced Office Administrative Assistant with a strong attention to detail and excellent organizational skills. She has a proven track record of effectively managing office operations and providing administrative support to senior management.

Work Experience:

• Managed office supplies and inventory, ensuring availability of necessary items at all times
• Scheduled and coordinated meetings, conferences, and travel arrangements for senior management
• Provided general administrative support such as data entry, filing, and managing correspondence
• Oversaw daily office operations, including managing incoming calls, emails, and mail
• Assisted with the onboarding process for new employees and maintained employee records
• Supported the planning and execution of office events and functions
• Bachelor's Degree in Business Administration, University of ABC (2015)
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Ability to multitask and prioritize tasks effectively

Certifications:

• Certified Administrative Professional (CAP)
• Fluent in English and Spanish

Resume tips for Office Administrative Assistant

Creating a perfect, career-launching resume is no easy task. Following general writing rules can help, but it is also smart to get advice tailored to your specific job search. When you’re new to the employment world, you need Office Administrative Assistant resume tips. We collected the best tips from seasoned Office Administrative Assistant - Check out their advice to not only make your writing process easier but also increase your chances of creating a resume that piques the interest of prospective employers.

• Highlight your relevant skills and experience
• Include specific examples of your administrative duties
• Showcase your ability to multitask and prioritize tasks
• Use numbers and metrics to demonstrate your impact on previous employers
• Emphasize your knowledge of office software and technology

Office Administrative Assistant Resume Summary Examples

A summary or objective on an Office Administrative Assistant resume is important because it provides a brief overview of your skills, experience, and career goals. It allows hiring managers to quickly understand what you can bring to the role and how you can contribute to the organization. Additionally, a well-crafted summary or objective can grab the attention of potential employers and make them want to learn more about you. For Example:

• Highly organized and detail-oriented administrative professional with 5+ years of experience in supporting office operations and executive teams.
• Proficient in managing calendars, scheduling meetings, and handling travel arrangements to ensure efficient office workflow.
• Skilled in using MS Office Suite and handling general office duties, such as data entry, filing, and coordinating office supplies.
• Strong communication and interpersonal skills, with the ability to effectively liaise with clients, vendors, and internal staff members.
• Demonstrated ability to prioritize tasks, multi-task, and handle confidential information in a fast-paced office environment.

Build a Strong Experience Section for Your Office Administrative Assistant Resume

Building a strong experience section for an office administrative assistant resume is essential as it showcases the candidate's relevant skills, knowledge, and achievements. It provides potential employers with a clear understanding of the candidate's capabilities and suitability for the role. A strong experience section can demonstrate the candidate's ability to handle various administrative tasks efficiently, manage schedules, and communicate effectively, increasing their chances of securing an interview and ultimately landing the job. For Example:

• Managed office supplies inventory and placed orders as needed
• Handled incoming and outgoing correspondence, including emails and phone calls
• Assisted with scheduling appointments and meetings for the office staff
• Maintained and organized filing systems for easy access to important documents
• Coordinated travel arrangements for company executives and staff
• Prepared reports, spreadsheets, and presentations for team meetings
• Assisted in the planning and execution of office events and functions
• Managed office equipment, including troubleshooting and coordinating repairs
• Provided administrative support to various departments within the organization
• Assisted with the onboarding and training of new office staff members

Office Administrative Assistant resume education example

Office Administrative Assistants typically need a high school diploma or equivalent. Some employers may prefer candidates with a post-secondary certificate or associate's degree in office administration or a related field. Courses in computer skills, office management, and business communication can also be beneficial. Strong organizational, communication, and computer skills are important for success in this role. Here is an example of an experience listing suitable for a Office Administrative Assistant resume:

• Bachelor’s degree in Business Administration
• Associate’s degree in Office Management
• Certification in Microsoft Office Suite

Office Administrative Assistant Skills for a Resume

It is important to add skills for an Office Administrative Assistant resume as it helps showcase the candidate's qualifications and capabilities. These skills demonstrate the candidate's ability to effectively manage office tasks, communicate with colleagues and clients, and efficiently handle administrative duties. Including relevant skills also increases the chances of being noticed by employers and improves the candidate's overall marketability. Soft Skills:

• Organization
• Communication
• Time Management
• Adaptability
• Problem-Solving
• Customer Service
• Attention to Detail
• Multi-tasking
• Dependability
• Microsoft Office Proficiency
• Data Entry Accuracy
• Report Generation
• Calendar Management
• Record Keeping
• Database Management
• Spreadsheets
• Meeting Coordination
• Office Equipment Operation
• Travel Arrangements

Common Mistakes to Avoid When Writing an Office Administrative Assistant Resume

In this competitive job market, employers receive an average of 180 applications for each open position. To process these resumes, companies often rely on automated applicant tracking systems, which can sift through resumes and eliminate the least qualified applicants. If your resume is among the few that make it past these bots, it must still impress the recruiter or hiring manager. With so many applications coming in, recruiters typically give each resume only 5 seconds of their attention before deciding whether to discard it. Considering this, it's best to avoid including any distracting information on your application that could cause it to be thrown away. To help make sure your resume stands out, review the list below of what you should not include on your job application.

• Not including a cover letter. A cover letter is a great way to explain why you are the best candidate for the job and why you want the position.
• Using too much jargon. Hiring managers do not want to read a resume full of technical terms that they do not understand.
• Omitting important details. Make sure to include your contact information, educational background, job history, and any relevant skills and experiences.
• Using a generic template. Take the time to customize your resume to the job you are applying for. This will show the employer that you are serious about the position.
• Spelling and grammar errors. Always double-check your resume for typos, spelling mistakes, and grammar errors.
• Focusing too much on duties. Make sure to include accomplishments and successes to show the employer that you are a great candidate.
• Including personal information. Avoid including any personal information such as age, marital status, or religious beliefs.

Key takeaways for a Office Administrative Assistant resume

• Strong organizational and multitasking skills
• Proficient in Microsoft Office suite
• Excellent communication and interpersonal abilities
• Experience in office management and administrative support
• Ability to prioritize and handle multiple tasks efficiently
• Detail-oriented and capable of handling sensitive information
• Proactive problem solver and team player
• Familiarity with office equipment and technology
• Ability to handle confidential information with discretion

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• Resume and Cover Letter
• Administrative Assistant...

Administrative Assistant Skills: Add to Improve Your Resume!

7 min read · Updated on May 15, 2024

Here are top skills to include on an administrative assistant resume.

Administrative assistant skills are necessary in a variety of jobs. Beyond Administrative Assistant positions, they are pertinent in Office Manager, Office Assistant, Executive Assistant, and Receptionist roles. If you're aiming to land a job in any of these positions, it's vital that your resume reflects the most common and in-demand administrative skills for success.

Read on to learn more about the top administrative assistant skills, with tips on incorporating them into your resume. 

Top Administrative Assistant skills

Writing your resume with a target job in mind requires having a clear understanding of the job's skills and proficiencies. This section covers some of the most in-demand Administrative Assistant skills to consider for your resume. 

Organization

For those in Administrative Assistant-type roles, there are many moving parts, from scheduling and travel arrangements to answering client questions and filing critical documents. This aspect of the role requires excellent organizational skills to ensure nothing falls through the cracks. 

Examples of applying organizational skills at work include:

Creating an easy-to-understand filing system

Using software to track daily to-do items

Maintaining calendars and travel arrangements

Coordinating team meetings

Problem-solving

Administrative Assistant-type professionals apply problem-solving skills daily. From helping a client get the information they need or a new hire access their new work accounts to assisting a manager in rearranging his schedule due to his forgetting about a personal appointment. It's about coming up with the answers and solutions you need quickly.

Additional examples of applying problem-solving skills at work include:

Developing a creative solution to a customer issue

Effectively communicating the details of problems with the team to work together on a solution

Brainstorming solutions to a problem with a coworker

Written communication

Though written communication falls under the bucket of communication – written and verbal – they're worth listing separately. One can be good at verbal communication and not as good at written communication, and vice versa. Though, both are vital in administrative roles.

Both written and verbal communication require you to interpret correspondence and effectively respond, requiring skills like active listening and critical thinking. Written communication , however, also requires technical skills, like being able to write in clear English with proper punctuation. From there, you also need to apply the hard skills of editing and proofreading before sharing your written work or communications. 

Examples of written communication at work include:

Proofing and editing an email response before sending it

Writing a CEO corporate communication to employees and sending it

Creating a presentation for monthly leadership meetings

Verbal communication

In administrative roles, you have to speak to all types of people, from coworkers and members of the leadership team to customers, clients, and other stakeholders. Therefore, verbal communication is an in-demand skill for anyone in this type of position. 

Examples of applying verbal communication skills in an admin role might look like:

Actively listening to a customer or client's concerns to help come to a resolution

Asking questions to clarify understanding of basic and complex topics

Communicating information to a range of people effectively

Attention to detail 

When you're juggling several items at once, like scheduling calendars, making travel arrangements, handling meeting and event planning, ordering supplies, and answering phones, you must be detail-oriented. After all, the last thing you want to have happen is a manager ending up at the wrong work destination due to an error in booking or a team of managers showing up for a meeting on the wrong day. 

Examples of applying attention to detail at work include:

 Effectively coordinating quarterly employee meetings

Coordinating travel arrangements for the leadership team to attend an out-of-state meeting

Capturing customer complaints in a spreadsheet

Administrative professionals don't work in a vacuum. Yes, many members of an organization rely on them for support. However, they also require other employees to collaborate and complete day-to-day tasks and projects. This means teamwork is necessary to move work forward. 

Here are some representations of teamwork at work:

Working together as a team vs. individually

Applying collaboration when coming up with solutions and innovations

Using empathy in an attempt to understand another's perspective

Additional Administrative Assistant skills & proficiencies

Here are additional Administrative Assistant skills to consider for your resume, broken down by hard and soft skills . 

Administrative Assistant hard skills

Microsoft Office 

Supply management

Inventory control

Office administration procedures

Telephone skills

Expense reporting

Travel arrangements

Data analysis

Technological proficiency 

Administrative Assistant soft skills

Professionalism

Discretion and judgment

Resourcefulness

Anticipates needs

Emotional intelligence

Flexibility

Critical thinking

Time management

How to develop Administrative Assistant skills

There are several ways you can improve your administrative skills to enhance your resume.

Consider any gaps or areas for improvement. First, take inventory and make a list of the skills you currently have and ones you feel you can improve upon. If there's a certain type of administrative position you'd like to land, refer to the job description and identify any skills gaps to add to your list, as well. 

Seek out training. Referring to your list of skills gaps and areas to improve, seek training to cover them. There is a lot of low-cost and free online training to help you upskill and increase your value as a candidate.

Get certified. Certifications are not only a great way to show you have the knowledge and skills required for the certification, but they also show you're invested in your professional development. Popular certification options for the admin field include:

Certified Executive Assistant

Administrative Assistant Certification

Certified Administrative Professional (CAP)

Microsoft Office Specialist Certification (MOS)

Certified Associate in Project Management (CAPM)

Ask for additional work. Another way to improve your skills or fill in gaps is to request additional projects at work. For example, if you're seeking to learn more about how to use Excel, ask for a project that involves using that software. 

How to add Administrative Assistant skills to your resume

When incorporating soft skills into your resume, it's more common to highlight them through accomplishments vs. list them. For example, consider the following accomplishment:

Spearheaded $10M project to install new computer systems to increase efficiency by 25% regarding data input and output

This statement indicates the person has leadership, problem-solving, innovation, and creativity soft skills without directly listing them. 

It's ok to list pertinent soft skills in your competencies or skills list if you feel it adds value. However, it's generally best to show you have them through your achievements vs. simply saying you have them by listing them.

Hard skills, on the other hand, are typically written out specifically. For example:

Applied advanced Microsoft Excel skills to create pivot tables to increase data analysis by 15%

Microsoft Excel and pivot tables are both hard skills in this accomplishment.

Where to incorporate Administrative Assistant skills

Administrative Assistant skills should be incorporated throughout your resume, including in your: 

Resume summary

Work experience section, core competencies or skills section.

Your resume summary is a succinct three to five sentence paragraph that sits at the top of your resume just below your contact information. It's a good place to speak to some pertinent soft skills or hard skills that you have related to the job description. 

Your Work Experience section will make up the bulk of your resume. It's the best section on your resume to highlight skills linked to achievements. 

It's a good idea to include a Core Competencies section just below your resume summary. Here, you'll include 9-12 (15 max) core competencies you have related to the job.  

Land your next Administrative Assistant job!

A well-crafted resume skills section , highlighting your relevant skills for an administrative assistant position, will help your resume beat the applicant tracking system (ATS) and stand out to hiring managers. Use the top administrative assistant skills and proficiencies above to effectively write your resume to achieve these goals.

Are you confident that your resume represents your administrative skills in a way that will land interviews? Why not submit it for a free resume review to be sure? 

Recommended reading:

7 Signs Your Resume is Making You Look Old

Why a Simple Resume Layout is a Successful Resume

How to See If My Resume Is ATS-Friendly for Free

Related Articles:

Choosing a Resume Writing Service: What to Look For

Business Analyst Skills: Add to Improve Your Resume!

Cashier Skills: Add to Improve Your Resume!

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

• Copyright Information

• City of Simi Valley
• Office Assistant II

Office Assistant II (20507013)

About Simi Valley

The City of Simi Valley, home of the Ronald Reagan Presidential Library, was incorporated in 1969. It is a General Law City with a Council/Manager form of government. Simi Valley encompasses an area of 39 square miles and is located in the southeast portion of Ventura County. The current estimated population is 126,878, yet Simi Valley maintains a unique balance of open space and City amenities. Outdoor recreation includes over a dozen beautiful parks, camping and picnic spots, tennis courts, two golf courses and one of the largest equestrian trail systems in the United States. Boating and other water sporting activities are only 60 to 90 minutes away in Ventura and Santa Barbara. The City of Los Angeles is less than an hour away. Excellent community facilities provide service to Simi Valley residents. The City has one general hospital, 47 religious institutions, one library, one Cultural Arts Center, three newspapers, one radio station, 24 financial institutions, 21 elementary schools, three middle schools, and four high schools. Four community colleges and four universities are also within commuting distance.

View all openings

Please review the special instructions before applying for this job opportunity.

Description

We are excited to announce an excellent career opportunity working at our Cultural Arts Center.

• Do you enjoy working in the live entertainment field and meeting new people?
• Are you a motivator and trainer and like working with volunteers?
• Do you like to problem solve and thrive in a fast-paced environment?
• Are you creative and like working on live entertainment events?

Then we have an exciting opportunity for you!

• Salary range from  $19.26 - $24.47  with  Excellent Benefits  (see below)
• The position is a regular full-time position and requires working weekends, evenings and some holidays
• For the full job description and minimum qualifications, click on the link:

Minimum Qualifications for consideration:   Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Equivalent to the completion of the twelfth grade.

Experience: One year of general clerical experience related to assigned area and at a level comparable to an Office Assistant I with the City.

Ideal Candidate

The ideal candidate will demonstrate proficiency in managing all daily functions of a performing arts box office utilizing a computerized ticketing system; concessions operations; coordinating volunteers, volunteer schedules, and front of house; recruiting, training, and motivating volunteers; basic and complex accounting functions, cash handling and reconciliation, credit card compliance, and report preparation; creating and distributing various pre and post event emails or campaigns; providing support on marketing and social media campaigns; providing administrative support in a busy office; operating office equipment including computers and supporting software (Microsoft Word, Excel, QuickBooks, and PowerPoint); and possessing or acquiring knowledge of ADA regulations and standards.

Further, the ideal candidate should possess excellent written and verbal communications skills; strong customer services skills fostering a connection to box office patrons; excellent organizational skills; and the ability to remain calm in stressful situations.

The ideal candidate thrives in a fast-paced environment with multiple priorities; is highly motivated; flexible; a strategic thinker and problem solver; and has initiative.

We are proud to offer a  comprehensive and competitive  benefits package in which medical is fully paid for most plans (including family coverage) as specified in the current employee group contract, a full calendar of employee appreciation events and activities, and many additional benefits including:

• 2% @ 55 CalPERS formula for Classic members (includes   Individuals who were active members of a reciprocal public retirement system within the last six months, or were previously employed with the City of Simi Valley and enrolled in CalPERS prior to January 1, 2013), 4th Level Survivor Benefit, and single-highest year final compensation.
• 2% @ 62 CalPERS formula for New members, 4th Level Survivor Benefit, and three-year average highest final compensation.
• 457(b) plan with a Roth option; City contribution of $20 per paycheck and match up to $50 per paycheck.
• The City does not participate in the Social Security system; therefore, there is no FICA deduction from wages except for Medicare hospital insurance protection.
• Health Insurance : Coverage available as early as 1st of the month following start date. A variety of PPO and HMO plans are available through the CalPERS Health Program. The City contributes $157 per month and up to $2,262.44 per month in “Simiflex Dollars,” towards the cost of medical. “Simiflex Dollars” can be used to offset the cost of medical, dental, and/or vision insurance, or other optional benefits. Medical and dependent care flexible spending accounts are also available.
• Prescription Drug Plan:  Major retail options and mail order program.
• Paid Dental Insurance : After the City contribution of up to $90.02 per month, Dental insurance from Delta Dental costs the employee $0 per month for family coverage depending on plan chosen.
• Vision Insurance : After the City contribution of $21.00 per month, Vision insurance from VSP costs the employee $1.46 per month for family coverage.
• Employee Assistance Program (EAP):  Confidential counseling and referral service to help employees and their household members resolve personal problems, provided by Aetna.
• Optional Insurance from AFLAC:  Available plans include accident, cancer, hospital and critical care.
• 208 hours (26, 8-hour days) per year of paid time off (one bank of time that combines vacation and sick leave) which has the option to be cashed out. Accruals increase at 5 years and 10 years of service.
• 11 paid holidays per year and one floating holiday per year.
• Employee & Dependent Life Insurance Plans  provided at City expense.
• Tuition Reimbursement : Up to $1,600 per year.
• Alternative Work Schedules:  Many positions offer a 9/80 schedule with alternative Monday or Friday off.

This information is intended to give an overview of the benefits available to City employees. It is not intended to be a contract (expressed or implied), nor is it intended to otherwise create any legally enforceable obligations on the part of the City, its agents or its employees.

Special Instructions

All offers of employment are contingent on successfully passing a background investigation and may also include a pre-employment physical and/or drug screen. 

Ready to apply?

Click apply and attach a current resume ! The most qualified candidates will be invited to the next steps in our hiring process.

Selection Process:  Candidates who possess the best combination of qualifications for this process will be rated by their responses to the supplemental questions. During the rating process, the rater(s) will not have access to your name, application or resume. You are solely rated on your supplemental responses, so please be detailed as possible. The eligibility list for hire will be determined by the supplemental questions. 

This recruitment is open until filled or when 50 applications are received; first review of applications will be on May 31, 2024.   Apply online at  www.SimiValley.org/careers  

Applicants seeking Veteran’s Preference must submit form DD214.

Reasonable Accommodation:  In compliance with the Americans with Disabilities Act, if you need special assistance in the selection process, please notify the Human Resources Division, in writing.

City of Simi Valley is an Equal Opportunity Employer Encouraging Workforce Diversity.

Recruitment Contact

Pre-qualification questions, supplemental questions, login to calopps, login to add to favorites.

The Official Careers Website of the City of New York

ASSISTANT CHIEF PLAN EXAMINER

• Agency: FIRE DEPARTMENT
• Job type: Full-time
• Title Classification: Exam may be required

Technology Management

Job Description

*Current City Employees please include your Employee Reference Number on your cover letter and resume. The Fire Department of the City of New York (FDNY) is the largest Fire Department in the United States and universally is recognized as the world's busiest and most highly skilled emergency response agency. The Department's main goal is to provide fire protection, emergency medical care, and other critical public safety services to residents and visitors in the five boroughs. FDNY members are sworn to serve and protect life and property and the Department works to continually educate the public in fire, life safety and disaster preparedness, along with enforcing public safety codes. Since its inception in 1865, FDNY has helped lead efforts to make New York the safest big city in the nation. This accomplishment requires a steadfast and daily commitment to maintaining the Department's core values. The Bureau of Fire Prevention cultivates a safer city for its citizens, visitors and first responders by preventing loss of life and property damage from fire and other emergencies. We accomplish this 24/7 by identifying fire and life safety hazards; creating, revising and enforcing the New York City Fire Code; reviewing plans for critical systems designed to protect and alert building occupants; licensing qualified companies to install and service fire protection equipment and systems; certifying individuals to monitor fire safety conditions; and educating individuals and businesses about fire safety. In addition, the Bureau of Fire Prevention is critical partner with the Bureau of Fire Operations (Firefighters) and Bureau of Fire Investigations (Fire Marshals), providing assistance and guidance during post-fire incidents and investigations; and coordinating with other City agencies on matters concerning fire and life safety. The Bureau consists of Fire Protection Inspectors, lawyers, engineers, explosives experts, and Fire Officers work together to save lives in New York City. The Fire Department, City of New York (FDNY), seeks a full-time Assistant Chief Plan Examiner in the Bureau of Fire Prevention. Reporting directly to a Chief Plan Examiner of the Fire Alarm Plan Examination Unit, the successful candidate will: Assign plans to the Plan Examiners, review plans submitted for compliance with New York City Building Code and Fire Code; Review document submissions for fire alarm installations approvals and withdrawals submitted by the fire alarm industry or expediters daily; Ensure that Chief Plan Examiners receive plan related documents in a timely fashion to enable them to perform technical evaluations of Plan Examiners objections and approval letters. Track and record the Chief Plan Examiners request of corrective actions for FDNY plan examiners letters of objections. Review professionally certified submissions for required documentation; May be asked to attend technical/construction meetings to retain meeting highlights and provide follow-up as requested by the Chief Plan Examiner. Monitor and track the wait times and backlogs to track their progress; Oversee the issuance of fire alarm project authorization requests for approved applications, and perform related duties. Schedule monthly and quarterly meetings at the request of the Chief Plan Examiner to ensure Plan Examiners stay abreast of updates and related industry matters. Obtain and record recommendations made to the Deputy Director of the Fire Alarm Plan Examination Unit regarding complex and non-code compliant or code addressed technical proposals related to fire alarm systems installations; Ensure that recommendations are considered to improve the overall operation of the unit. Perform related duties as needed.

1.A baccalaureate degree from an accredited college in engineering, engineering technology, architecture, landscape architecture, architectural technology, construction, construction management, construction technology, sustainable design, urban planning, urban studies, city planning, transportation planning, business administration, or public administration, and one year of full-time satisfactory experience in project management work, such as planning, administering, managing, coordinating, or expediting, for engineering and/or architectural and/or landscape architectural projects; or 2. A four year high school diploma or its educational equivalent and five years of experience as described in "1" above; or 3. A four year high school diploma or its educational equivalent plus any combination of the experience and/or college education as described in "1" above to make up the equivalent of five years of education and experience. One year of credit will be given for each 30 semester credits of college education leading to a baccalaureate degree from an accredited college in engineering, engineering technology, architecture, landscape architecture, architectural technology, construction, construction management, construction technology, sustainable design, urban planning, urban studies, city planning, transportation planning, business administration, or public administration.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Civil service title

PROJECT MANAGER

Title classification

Competitive-1

Business title

Posted until

• Experience level: Experienced (non-manager)

Number of positions

Work location

9 Metrotech Center, Brooklyn N

• Category: Public Safety, Inspections, & Enforcement